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The Research Administrator independently manages complex pre-award and post-award research administration activities in support of three divisions at the Scripps Institution of Oceanography (IOD, CMBB, and MBRD), with primary responsibility for IOD. Reporting to the Financial Manager and working closely with the Marine Sciences Contracts & Grants team, this position oversees the full lifecycle of research funding, ensuring compliance with University, State, Federal, and private sponsor regulations. This role supports a diverse portfolio of federal, state, and private sponsors (e.g., NIH, NSF, DOE, NASA, NOAA, foundations, and State of California agencies), ensuring regulatory compliance, fiscal integrity, and timely execution of research funding activities. The position exercises independent judgment in managing high-volume, high-complexity awards and contributes directly to the successful acquisition and stewardship of sponsored research funding.
Job Responsibility:
Uses skills as a seasoned, experienced research administrator to independently develop and/or oversee research proposals, awards, and/or transactions related to contract and grant management, and maintains contract and grant records in compliance with institutional research sponsor policies
Works on proposals and awards of diverse scope where analysis of data requires a thorough understanding of complex regulations
Completes and approves transactions for signature by manager or other authorized institutional official
Works on complex proposals and awards that may involve multiple investigators and/or multiple sub-awards
Guides less experienced staff
Analyze and interpret award terms
advise faculty and staff on regulatory and financial requirements
Process re-budgeting requests, no-cost extensions, PI exceptions, and related award actions
Perform financial transactions, including journal vouchers, budget adjustments, cost transfers, UCPath funding entries, and closeout documentation with audit-ready justification
Oversee service agreements, invoicing, income tracking, gifts, and endowment processing
Prepare and submit required financial and technical closeout reports to sponsors and campus offices
Lead preparation and submission of complex proposals, including multi-PI, multi-institution, and multi-agency applications with task budgets, option years, and multiple sub-awards
Develop detailed budgets, salary and benefit projections, cost-sharing allocations, and required justifications
Interpret and apply sponsor and institutional policies
advise PIs on compliance, indirect cost rates, and funding regulations
Submit proposals via electronic systems (e.g., Grants.gov, Research.gov/FastLane) in compliance with strict deadlines
Serve as liaison between Principal Investigators, campus leadership, CAO, and internal/external collaborators
Provide work direction, training, and mentorship to junior staff
train faculty, postdocs, students, and staff in proposal preparation and submission processes
Advise divisions on evolving federal and state policy changes impacting research administration
Requirements:
Graduation from college with a major in business administration, economics, statistics, educational administration, political science, or an allied field, and two (2) years of experience in administrative analysis or operations research
or an equivalent combination of education and experience
Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment
Experience with contract and grant proposal process, preparation of proposal budgets and preparation of ancillary proposal documents including Conflict of Interest forms, RES forms, cover sheets, University certifications, detailed budgets, budget justifications, research support documents, bibliographies, CVs, current and pending support forms, facilities and resources forms, animal use, human subject use, radiation and biohazard use approvals, ship time request forms
Advanced knowledge of proposal requirements for a variety of Federal, State, and private funding agencies, including research programs, deadlines, and electronic submittal modules such as Grants.gov and Fastlane
Advance knowledge and understanding of funding agency regulations governing allowable costs to contracts and grants, and demonstrated ability to interpret PPM guidelines, UC practices, CAS, Uniform Guidance, A110, FDP, FAR and other policies and procedures governing contracts and grants
Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles
Experience performing complex financial analysis and customized reporting
Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines
Strong competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports
Leadership skills and ability to work as part of a team
Knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
Knowledge of various indirect cost rates and how they are applied to different funds: contract and grants, service agreements, recharge facilities
Ability to interpret policies, procedures, and guidelines
Maintains current knowledge of compliance regulations in all areas of research administration
Ability to maintain independent judgment
strong organization
communication skills
and a customer service focus
Ability to manage a high volume of transactions
Strong demonstrated analytical, and critical thinking skills, with ability to identify problems and formulate innovative solutions
Strong organizational skills with the ability to meet multiple deadlines and adapt to changing priorities, ensuring smooth work-flow
Ability to handle multiple tasks simultaneously
Ability to interact using tact and diplomacy with diverse personalities including academic, staff, student and volunteer employees and institutions/organizations
Ability to maintain confidentiality regarding financial, payroll, and personnel information
Ability to independently advise and work with staff in other campus units (may include Contracts and Grants, SPF, IPPS, General Accounting, Travel, Principal Investigators, and agency contacts)
Proven ability to work effectively in a strong service environment under pressure, subject to constantly changing priorities
Experience in contract and grant negotiations to ensure compliance
Demonstrated ability to independently obtain additional information from funding agencies or subcontracting institutions as required by PI - specific submissions and to establish methods and procedures for meeting deadlines and agency requirements